Wedding Planner Quote Template
A wedding planner quote commits to one fixed price for a defined scope: here $5,095.50 for partial planning for a 150-guest wedding: vendor sourcing, timeline, rehearsal and wedding-day coordination, built from 8 lines. It is valid for 30 days and has a signature block. Edit it and download the PDF.
Pre-filled for a wedding planner: partial planning for a 150-guest wedding: vendor sourcing, timeline, rehearsal and wedding-day coordination. Example prices: replace them with your own.
From
Oak Lane Wedding Planning
478 Market Street
Madison, WI 53703
billing@example.com
(312) 555-0178
Quote
Quote for
Alex Morgan
63 Linden Place
Fairview, OR 97024
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Partial planning packageStarts six months out; vendor shortlist, budget tracker, four planning meetings | 1 package | $3,500.00 | $3,500.00 |
| Additional planning meetingsBeyond the four included in the package | 3 hr | $95.00 | $285.00 |
| Venue walkthroughs with vendors | 2 visit | $150.00 | $300.00 |
| Rehearsal coordinationUp to 90 minutes at the ceremony site | 1 each | $250.00 | $250.00 |
| Assistant coordinator, wedding day | 10 hr | $40.00 | $400.00 |
| Overtime past the 10-hour wedding-day coverage | 1.5 hr | $125.00 | $187.50 |
| Day-of emergency kit and suppliesSewing kit, steamer, stain remover, first aid | 1 each | $75.00 | $75.00 |
| Mileage to out-of-area venue | 140 mile | $0.70 | $98.00 |
- Subtotal
- $5,095.50
- Quote total
- $5,095.50
Notes
Fixed price for the scope listed. Planners usually take a non-refundable retainer at contract signing, because accepting one couple for a date means turning other weddings away. Sign and return to accept.
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Wedding Planner quote at a glance
| Fixed price | $5,095.50 before tax |
|---|---|
| Scope | Partial planning for a 150-guest wedding: vendor sourcing, timeline, rehearsal and wedding-day coordination |
| Valid until | 30 days after the quote date |
| Payment | Retainer at signing, installments by planning milestone, final payment 30 days before the wedding |
| Lines quoted | 8 |
What the $5,095.50 wedding planner quote covers
| Included | Quantity | Price |
|---|---|---|
| Partial planning package (Starts six months out; vendor shortlist, budget tracker, four planning meetings) | 1 package | $3,500.00 |
| Additional planning meetings (Beyond the four included in the package) | 3 hr | $285.00 |
| Venue walkthroughs with vendors | 2 visit | $300.00 |
| Rehearsal coordination (Up to 90 minutes at the ceremony site) | 1 each | $250.00 |
| Assistant coordinator, wedding day | 10 hr | $400.00 |
| Overtime past the 10-hour wedding-day coverage | 1.5 hr | $187.50 |
| Day-of emergency kit and supplies (Sewing kit, steamer, stain remover, first aid) | 1 each | $75.00 |
| Mileage to out-of-area venue | 140 mile | $98.00 |
| Quoted price | $5,095.50 |
Quoting wedding planning at a fixed price
A wedding planning quote should name the package tier, the number of meetings and vendor introductions included, the wedding-day coverage hours and assistant count, and the installment schedule up to the date.
The quote turns 11.5 hours of labour into a fixed $587.50; if the job runs over, the wedding planning business absorbs the extra time, so quote hours you are confident about.
The biggest single commitment is "Partial planning package" at $3,500.00 (69% of the price): name the exact model, grade or deliverable so there is no argument about what was promised.
What is fixed in this quote
- Services: Partial planning package, Additional planning meetings and Venue walkthroughs with vendors and 1 more, fixed at $4,335.00.
- Labour: Assistant coordinator, wedding day and Overtime past the 10-hour wedding-day coverage, fixed at $587.50.
- Travel: Mileage to out-of-area venue, fixed at $98.00.
- Materials: Day-of emergency kit and supplies, fixed at $75.00.
- Anything outside "Partial planning for a 150-guest wedding: vendor sourcing, timeline, rehearsal and wedding-day coordination" needs a new quote or a signed variation.
The acceptance block
A quote becomes an agreement when the customer accepts it; leave room at the bottom of quote QUO-8652 for:
- The accepted price, $5,095.50, and the quote number
- Customer name (Alex Morgan in the sample), signature and date
- When payment is due: Retainer at signing, installments by planning milestone, final payment 30 days before the wedding
- The last day the price holds (30 days after issue in this sample)
Wedding Planner pricing tips
- Keep vendor prices off your invoice unless you actually pay those vendors; listing the caterer's or florist's totals on a planner's bill blurs who owes whom and can look like a hidden markup.
- If you receive referral commissions from vendors, disclose them in the invoice notes or contract, since couples who discover an undisclosed commission later tend to treat it as a breach of trust.
- Print the wedding-day coverage window, for example ten hours from vendor load-in to grand exit, so a reception that runs past midnight becomes a clear overtime line instead of a favor.
- When the fee is a percentage of the budget, show the budget figure it was calculated on and the date it was fixed, so a growing guest list does not reopen the fee halfway through planning.
Quote or estimate for wedding planning?
Wedding planners rarely need a separate estimate: the scope is usually clear enough to commit to a price such as $5,095.50 up front.
Frequently asked questions
How do I write a wedding planner quote?
List exactly what is included (8 lines for partial planning for a 150-guest wedding: vendor sourcing, timeline, rehearsal and wedding-day coordination in the sample), give one fixed price ($5,095.50), the validity period and payment terms, and add a signature block for acceptance.
Is a wedding planner quote binding once accepted?
Generally yes: an accepted quote is a fixed-price offer for the scope it describes, so extra work needs a new quote or a signed variation. Local contract law decides the details.
Should a wedding planner quote ask for a deposit?
Planners usually take a non-refundable retainer at contract signing, because accepting one couple for a date means turning other weddings away.